Program Specialist 3 - Veterans Center of Excellence

Clark College•Vancouver, WA

1d•Onsite

About The Position

Clark College is currently accepting applications for a full-time, overtime-eligible permanent classified Program Specialist 3 in the Veterans Center of Excellence. The Program Specialist 3 manages the college’s Veterans Affairs (VA) educational benefits program in accordance with federal regulations, VA requirements, and institutional policies. The position serves as a technical resource and primary point of coordination for the administration of VA educational benefits, including the certification of student enrollments, monitoring of student progress, and processing of documentation necessary for the timely payment of veterans’ educational benefits. The position works directly with the Department of Veterans Affairs and collaborates with college departments, staff, students, and external partners to facilitate access to resources and support related to VA educational benefits. The position manages and provides direction to VA Work-Study students, provides technical assistance and consultation regarding VA educational benefits, and interprets and applies complex federal and VA regulations to individual student and program circumstances. The regular work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. This position is expected to be on campus and fully in person. At Clark, we value equity, diversity, and inclusion. We are committed to growing, learning, and supporting our employees.

Requirements

Associate’s degree AND two (2) years’ experience as a School Certifying Official OR a Bachelor’s degree in Psychology, Education, Human Services, Student Personnel Administration, Business Administration, or related area of study.
Veteran with prior military service OR military dependent OR one (1) year of experience serving military-connected people in a professional setting.
Experience using Microsoft Office Suite, including MS Word, Excel, Outlook, PeopleSoft (or a similar information management system).
Experience working in an office setting with ability to maintain confidentiality of records and information.
Experience providing accurate and timely customer service using independent judgment and reasoning.
Knowledge of U.S. Department of Veterans Affairs School Certifying Official Handbook , applicable sections of the state education code and federal regulations applicable to education benefits for eligible veterans.
Knowledge of Family Educational Rights and Privacy Act (FERPA) and other college, state and federal laws, rules, regulations and policies governing education and applicable sections of the state education code relevant to assigned responsibilities.
Knowledge of office administration, filing, recordkeeping, and records management practices.
Ability to interpret and apply complex federal and VA regulations and requirements to individual student circumstances and resolve issues using independent judgment.
Ability to communicate complex information clearly and effectively to students, staff, VA representatives, and other stakeholders.
Ability to maintain accurate records, manage multiple priorities and deadlines, and exercise attention to detail in a highly regulated environment.
Ability to work independently, conduct basic research, interpret and follow established procedures and guidelines, and exercise sound judgment in carrying out assigned responsibilities.
Ability to practice effective and collaborative conflict resolution, including de-escalation, and to interact with students and others with tact, patience, courtesy, and professionalism.
Ability to learn, interpret, apply, and explain laws, rules, regulations, policies and procedures relating to student VA benefits, admissions, and records.
Ability to communicate effectively both orally and in writing, including the ability to explain complex regulations, requirements, and processes in a clear and understandable manner.
Ability to use college computer systems and VA-related systems, including VAOnce, AskVA, ID.me, and other federal or institutional systems required to perform the duties of the position.
Ability to work effectively with individuals of diverse ages, backgrounds, abilities, cultures, and socioeconomic circumstances, demonstrating awareness, respect, tact, patience, and courtesy.
Ability to provide effective customer service and collaborate with internal and external stakeholders, including federal and state agencies, college departments, students, and community partners.
Ability to maintain accuracy and attention to detail while managing multiple responsibilities and working within established policies, procedures, and regulatory requirements.
Ability to maintain accurate and confidential records and prepare reports in accordance with applicable requirements, including FERPA, HIPAA where applicable, and other privacy and confidentiality standards.
Maintain records and prepare reports.

Responsibilities

Gather and review VA-required documents and other information required to certify student enrollment status for VA benefits; certify student enrollments, program changes, and enrollment verifications.
Consult with and educate student veterans regarding available VA educational benefit programs, including VA Work-Study; use a case management approach to assess individual student needs, provide appropriate forms and guidance, and assist students in navigating processes to access available benefits; collaborate with the VCOE team to improve college procedures, forms, and marketing materials.
Anticipate potential conflicts or issues and attempt resolution before problems occur; evaluate situations then consult with VCOE staff and outside entities to identify problems, explore solutions and alternatives, and implement resolutions designed to meet student goals and objectives as well as those of the VA and college.
Monitor student coursework and enrollment to ensure accurate VA certification and prevent underpayments or overpayments that may result in student or college debt to the federal government; receive and process VA documents and forms related to educational benefits.
Consult with students and college staff and provide technical assistance regarding VA regulations and requirements, college admissions, registration records, testing requirements, matriculation, enrollment, and fees; refer students to appropriate college resources and departments as needed.
Assist students with applying for a VA Certificate of Eligibility and completing VA and college forms, applications, and required processes; explain applicable requirements and restrictions; review documentation for accuracy and completeness and notify students when additional information or documentation is required.
Serve as the college’s official School Certifying Official (SCO) in accordance with the U.S. Department of Veterans Affairs School Certifying Official Handbook; consult with VA officials, the State Approving Agency, and other School Certifying Officials regarding regulations, procedures, and resolution of complex issues.
Research and review student records for changes in enrollment, eligibility, or status; identify potential issues and notify students of required changes or additional documentation.
Assist higher-level staff in preparing comprehensive and complex periodic reports and summaries related to student enrollment, enrollment changes, and final grades; consult with students regarding certification adjustments and terminations; research student records to determine eligibility for continued participation in VA educational benefit programs and provide findings to the VCOE Director.
Prepare and transmit correspondence to students regarding VA eligibility, enrollment status, benefits, and other related information; respond to requests from other educational institutions and agencies for verification of student status and records; ensure appropriate releases are on file to protect student privacy; initiate and compose correspondence as appropriate.
Maintain student VA records in accordance with VA regulations and college requirements; audit records for accuracy and completeness; research student data; prepare records for audits; and generate reports for district, state, and federal agencies.
Collaborate with the bookstore, accounts payable, and financial aid offices to retrieve and process VA Purchase Orders for Veteran Readiness and Employment (VR&E) students.
Place appropriate veteran holds onto student accounts for students receiving VA educational benefits to help prevent students from being dropped from classes for nonpayment when permitted under applicable requirements.
Monitor federal legislative and regulatory changes affecting VA educational benefits and collaborate with VA staff and appropriate college departments to communicate and implement program changes.
Collect and process documentation for 100% and 25% tuition waivers and coordinate with appropriate college offices to ensure approved waivers are applied to student accounts.
Establish and maintain relationships with veteran service organizations and community partners to connect students with additional resources and support.
Perform related duties as assigned.